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Business communication

Chapter 1
Getting Started
Duration of Presentation:
Duration of presentation is a very important factor for the
preparation. For lengthy presentations time for preparation should be
less but for Shorter presentation more time is required to prepare it.
We should plan, organie, and understand the time period before
getting started.
1) Presentation plan:
!. Goal"
Goal should be speci#c and clear. $here are t%o &inds of
goals persuasive goal and informational goal.
!!. ob'ective "
(b'ectives are the requirements ) outcomes of the
!!!. *udience"
*l%ays &no% your audience ) prepare according to
the level of audience, so analysis must be done
before delivering.
Follo%ing are some points to analye the audience"
Strength of audience
Customs ) cultural values
education level
cultural or ethnic bac&ground+history
attitude to%ards topic
location ) origin

a) SPEECH" speech should be simple ) complete, follo%ing are
some factors that must count"
ma&e it simple
be speci#c and use some humor %hen required
-ave strong grip on the speech
*l%ays ma&e points under each headings
.se e/amples related to audience
.se metaphors
0eep it t%enty to thirty min or less
,ractice 1 times before presentation
Don2t read but communicate ) interrelate.
b) Demonstration:
Demonstration should be proper after good practice.
c) display:
Display provides audience, the visual setup of the
Consider these points %hile choosing display presentation"
it should be interesting
ma&e a theme of presentation related to your topic
&eep it simple
*l%ays remain near display area to ans%er questions.
d) Participatory presentation:
!s one in %hich audience is involved %ith the
presentation through discussions, and questions. $his is the most
di3cult form of presentation but most interesting as %ell.

-o% to get most out of the presentation
*l%ays previe% the room 4presentation hall.
5nsure audience seating arrangement
Stand %here you %ill give your presentation ) get the feel of the
room from front ) from bac&
5nsure the microphone, electricity connection, lighting, and
Chec& possible areas for display table.
Do not set up in front of a %indo%, stand infront of a solid %all.
Combating your nerves:
,repare prepare ) prepare
.se deep breathing before presentation.
,hysical e/ercise
,ay close attentions to details
Facial e/ercise
*ct con#dently
Don2t ta&e co6ee ) sugar 'ust before presentation
7oin a training group or %or&shop
Tecni!ues for andling !uestions:
Give e/amples to support your ans%er
8epeat the question so that every one can understand.
$ell them %hat you are going to tell them, tell them and tell
them %hat you told them9
!f you cant understand the question, request the person to
Watch the body language of the questioner
!f a person as&s more than one question ans%er one by one )
&eep remember
Capter "
DE#E$%P&'( THE C%'TE'T:
5ach ,resentation should include : basic principles i.e."
1; the introduction
<; main content
:; conclusion
First prepare main content of the presentation= later introduction and
a; >*!? C(?$5?$"
Cover each of the ob'ectives of your presentation %ith the help of
facts, research, e/amples, e/periences, articles and quotations.
.se appropriate e/ample in relation %ith your audience interest.
0eep the content in order of its importance and sequence.
b; $-5 !?$8(D.C$!(?" an introduction should tell %hat you are
going to tell the audience i.e. the ob'ective.
.se humors, shoc&ing statements for audience to grab their
Surprise the audience, so they &eep listens to you or tell ho% this
topic %ill be helpful for them in future.
*s& frequent questions %ith audience to &eep them %ith you.
$ell real life story.
$-5 C(?C@.S!(?" conclude your presentation %ith %hat you had
told them.
summarie your ob'ectives
allo% time for questions
Fill up loose ends of the presentation.
)')$*+E THE P&TS )'D ,)$$S %, P-ESE'T)T&%':
use of ambiguous %ords+ 'argons
no logical progression+ sequence
no goal achieve
no supporting e/amples
,resentation not appropriate for particular audience.
Chapter :
P.T THE P%/E- &' DE$&#E-&'(:
$here are : &inds of delivery methods
1; 8eading
<; e/temporie
:; memorie
5asiest %ay of giving presentation but it gives least pleasure to
audience especially if you never leave an eye from page.
!t is the most preferred %ay of giving presentation.
5/temporie means that one &no%s the topic so %ell that he+she
can easily present it %ithout preparation.
!t is another easy %ay but it gets %orst %henever the presenter
lost his+her memory due to nervousness.
!f you prefer memoriing the one should use cue cards %ith brief
!f you forgot some points then repeat the last sentence, if still
blan& then sit do%n or go to ne/t point.
B%D* $)'(.)(E:
Do spea& clearly
Do stand straight and to%ards audience
Do &eep an eye contact %ith audience
Ae natural
Do use gestures.
Do move around
Do Autton up your 'ac&et before spea&ing
Don2t stand at one spot
Don2t put your hands in poc&et
Don2t loo& at the head of the people at bac&
Don2t #ddle %ith your pen, earrings etc.
Don2t stand behind the podium
Don2t sit if you can stand.
1)3&'( THE $)'(.)(E /%-3 ,%- *%.:
use language that audience easily understand
use no 'argons
use no slang %ords
0eep the %ords simple.
Don2t use %ords Bs%ear2
#%&CE )'D E1PH)S&S:
Speech should be one %ith full energy, so that audience got
.se variation in tone
.se variation in voice pro'ection
Spea&s clearly and slo%ly
5/press your %or&s %hile spea&ing.
*l%ays dressed up according to occasion and audience and
should be %ell organied.
*l%ays have plan A if audience dressed up more casually or
Wear an old dress that #ts you properly rather than a ne% one
$ie your hairs neatly if one has long hairs
Colors have important import on you gave.
Chapter C
THE ,&'&SH&'( T%.CHES:
*dd polish to your presentation.
1; $( G5$ $-5 >(S$ (.$ (F $-5 ,85S5?$*$!(? 5?D!8(?>5?$"
the area of presentation should be chec&ed before presentation or
other%ise as& organier about it
stand at the place you %ill give presentation and feel it
%al& to the bac& of the room to chec& the room from audience
Chec& %hether microphone, multimedia is %or&ing properly or not.
Set up your presentation before audience arrive
Chec& lightning and others.
<; -(W $( C(?$8(@ E(.8 ?58D(.S?5SS"
Do &no% your audience
have full command on your topic
,ractice, practice and practice more.
,ractice deep breathing before presentation started.
e/ercise on day of presentation
smile and spea& slo%ly
>ove around %hile giving presentation.
@oo& your best.
$a&e full rest at night before the day of presentation.
Don2t e/pect perfection from yourself
Don2t drin& co6ee or alcohol at the day of presentation
*void self itch or self touch gestures.
:; .S5 (F -.>(8"
use humors to ma&e your presentation more interesting
?ot to o6end anyone in the audience.
*void o6 color 'o&es or 'o&es having raciest connotations.
C; W!??!?G (D58 *? *.D!5?C5"
$here are : times %here %inning over an audience is essential"
#rst : minutes of presentation i.e. the introduction
the body of presentation
and question period
$he introduction of speech should bridge gap b+% the audience by relating
a real life stories.
!n body of the presentation you should be on your toes to %in
Give e/amples related to the audience and &eep eye contact %ith each
member of audience.
@oo& for drifters and as& them a question or feedbac& about presentation,
as this is the best %ay to &eep audience connected %ith you.
1; $echniques For -andling Fuestion"
First repeat the question so that all can hear, and you get time to
$hen ans%er question from general statement to speci#c statement.
Give e/amples %ith your ans%er.
!f you don2t &no% the ans%ers, admit it and commit to #nd out and
%ill let it &no%.
!f question is not related to the topic then avoid ans%ering them.
-andle question one at a time.
*s& for feedbac& %hether you are able to ans%er the question or
1ain forms of communications
!nternal operational
5/ternal operational
communication net4or5 of te organi6ation:
formal net%or&
informal net%or&
main points"
buisness needs and re%ards people %ho can communicate
god communicators are scarce
-uman communication pocess"
o * message arrives in a recievers sensors %orld.
o $he brain #lters the message through all its contents
4&no%ledge, emotions, biases etc;
o $his meaning trigger a response %hich the mind then forms
o 8esponse
o ,rocess continues.